Operations Staff Assistant

Job Title

Operations Staff Assistant

2602273

Undergraduate Advising Services

• Bachelor's degree (foreign equivalent or higher).
• Two (2) full time years of progressively responsible administrative experience (student graduate work experience may be considered).
• Experience organizing and managing programming, events, projects.
• Experience working with Microsoft Suite (Word, Excel, PowerPoint, etc.) and/or Google applications.
• Experience with purchasing, processing expenditures and/or office management functions.

• Experience working in a higher education environment.
• Project management experience.
• Working knowledge with systems and database management.
• Experience interacting with a diverse student population in an academic environment.
• Supervisory experience (professional, student or volunteer supervision of others).

The Undergraduate Advising Services operations staff assistant provides quality customer service, front office management, and administrative support to various programs in the Division of Undergraduate Education. The incumbent has excellent communication, interpersonal, and organizational skills, exceptional attention to detail, a strong work ethic, integrity, and a high level of professional discretion for confidential and time‑sensitive information and documents related to all departmental activities.

• Coordinate various office operations, including reception area, waiting room, information boards, and collaborative spaces.
• Monitor and manage general purchasing for the Undergraduate Advising Services units, including requesting quotes, submitting requisitions, paying invoices, and completing material and services requisitions.
• Train, schedule, and supervise front office undergraduate and graduate student assistants.
• Oversee communication with visitors, assess, and respond to inquiries from students, parents, and University staff.
• Coordinate room reservations, manage the equipment reservation process, and manage the office operational calendar.

• Provide support for the administrative and logistical needs of the units.
• Coordinate and/or oversee the planning and implementation of various events and projects.
• Participate in direct project planning and support.
• Monitor email accounts and maintain marketing/communication materials.
• Manage multiple projects at once.
• Represent the programs at University events.

• Prepare and oversee hiring paperwork for the various units, using recruiting and hiring software, and processing paperwork for student staff, graduate students, and instructors.
• Assist with paperwork for student employee hiring and compensation.

Other duties or projects as assigned as appropriate to rank and departmental mission.

This is a full‑time appointment. FLSA Non‑Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability‑related accommodation, please call the University Office of Equity and Access (OEA) at (631) 632‑6280 or visit OEA.

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